Senior Project Assistant – IOM Retour vers les opportunités

Position Title: Senior Project Assistant
Duty Station: Tunis, Tunisia
Classification: G6
Type of Appointment: One Year Fixed Term, with possibility of renewal
Estimated Start Date: As soon as possible
Reference Code: VATN2020-021

Organizational Context and Scope:

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Under the overall supervision of the IOM Tunisia’s Monitoring Evaluation and Research Officer, and the direct supervision of the National Project Officer, the successful candidate will be responsible for providing effective and efficient financial, administrative, and programmatic support to the youth at-risk of re-emigration project. The project, financed by the Government of Italy, aims to support and accompany youth at risk of irregular migration, in particular those who have already tried to cross the border in an irregular way. A full mechanism will be implemented which aims to strengthen national capacities to provide empowerment services to youth through technical support and tools, facilitating cross-sectoral coordination, establishing national networks and referral mechanisms, and provide trainings and conferences to exchange lessons learnt and good practices.

Core Functions / Responsibilities:

In particular he/she will:

• Provide specialized support in the planning and implementation of project activities, and coordination and monitoring of activities implemented in other projects with particular focus on youth empowerment, re-integration programmes, event organization, training delivery to public stakeholders, orientation and services for youth at risk of irregular migration and other relevant activities;
• Monitor the implementation of activities in line with agreed project documents, timelines, indicators, results and other project requirements and propose adjustments as necessary.
• Generate and analyse reports from SAP and participate in financial budget revisions, monitoring and reporting of the youth at-risk of re-emigration project, summarizing activities and expenses and analysing the variances of actual expenditures against budgets;
• Coordinate logistical and administrative arrangements to support implementation of various project activities, such as meetings, workshops or trainings;
• Support the timely coordination of the financial aspects of the activities related to the project, including contracts with service providers, procurement of required items, processing of payments, submission of reports and all related documentation, and ensuring the timely payment to all suppliers;
• Support liaison with national and international project counterparts as necessary, including private sector, civil society organizations, and relevant government authorities
• Assist with the drafting of interim and final financial and narrative reports of the project, in line with donor requirements and IOM standards and procedures, hence contributing to timely submission of such reports, and liaise with IOM’s Regional Office donor liaison as required;
• Follow-up on documents (including purchase requests, purchase orders, payroll, requests for payments, vouchers, HR forms) and correspondence for the signature of the Project Manager, and liaise with IOM staff as needed;
• Create and maintain a proper documentation and systematic tracking and filing systems of administrative documents including the maintenance of the classification system (Hard/Soft copies) and databases of the relevant documents;
• Support, including from planning and logistics perspective, organization of meetings, training sessions, workshops and events related to the project and support the coordination Migration and Development Unit activities and other IOM Departments as needed;
• Support liaison with national and international project counterparts as necessary, including businesses and business associations, civil society organizations, and relevant government authorities;
• Support with informal translations of project-related documents from English to French and vice versa
• Assist in monitoring and backstopping ongoing activities;
• Produce regular monitoring reports to be shared within IOM, and with relevant stakeholders such as donors;
• Perform other related duties as may be assigned.

Required Competencies:

The incumbent is expected to demonstrate the following values and competencies:
Values – all IOM staff members must abide by and demonstrate these three values:

Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: demonstrates ability to work in a composed, competent andcommitted manner and exercises careful judgment in meeting day-to-day challenges.

Inclusion & respect for diversity

• Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.
• Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
• Challenges prejudice, biases and intolerance in the workplace.

Integrity & transparency

• Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
• Delivers on commitments; manages the organization’s resources reliably and sustainably.
• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

Professionalism

• Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
• Seeks to raise professional standards in self and others through daily work and activities.
• Adapts quickly to change and is decisive and versatile in face of uncertainty.
• Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Teamwork

• Fosters a sense of team spirit by developing a shared understanding accountability and enthusiasm for the team’s work.
• Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
• Shares credit for team accomplishments and ensures that the contribution of others is recognized.
• Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.

Delivering results

• Produces high-quality results and workable solutions that meet clients’ needs.
• Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
• Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
• Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.

Managing and sharing knowledge

• Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
• Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
• Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
• Contributes to an environment that is conducive to innovation and learning.

Accountability

• Proactively seeks responsibility in delivering towards the goals of the Organization.
• Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
• Stands by the actions of team or department, publicly accepting ownership.
• Takes responsibility of own shortcomings and those of the work unit, where applicable.

Communication

• Speaks and writes clearly and effectively.
• Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
• Listens and seeks to understand without bias, and responds appropriately.
• Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.

Managerial competencies:

Leadership

• Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.
• Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.
• Takes sound and timely managerial decisions that are consistent with the Organization’s vision and purpose.
• Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.

Empowering others & building trust

• Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.
• Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.
• Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
• Gives proper credit to others, shows appreciation and rewards achievement and effort.

Strategic thinking & vision

• Aligns own actions to the Organization’s vision, values and mandate.
• Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.
• Identifies key issues/priorities in complex situations and how they may be related to one another.
• Clearly communicates links between the Organization’s strategy and the work unit’s goals.